Bangladesh SDLG Project

(A project of USAID)

Tetra Tech ARD

07/04/2011

Forum-Citizen in Governance(F-CIG)

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Index: Page no.

1. Back ground of the project: 03

2. Goal of the SDLG project 03

3. The Citizens Participation Forum of SDLG project 04

4. Over all Objectives of Citizen Participation 04

5. Specific Objectives: 04

6. Working area for a CPF in LGU: 04

7. Implementation Strategy 04

8. The structure of Citizen Participation Committee 05

9. The Eligible Members of the committee 05

10. Not eligible 05

11. The duration of the committee 05

12. The change of constitution 05

13. The Major functions of the Citizen Participation Forum 06

14. The Steps of CPF formation and other activities 07

15. Election process of executive committee 08

16. Working linkage 09

17. Sustainability strategies 09

18. Annexure:i. Monitoring process of Citizen Forum activities (Check List) 10-11

ii. Memorandum of Understanding, MOU-1 between PNGO and CPF 12-13

iii. Memorandum of Understanding, MOU-2 between LGU and CPF 14-15

iv. Activity plan of component -4 16-18

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Citizen Participation Forum (CPF)

Bangladesh Strengthening Democratic Local Government (SDLG) project

Tetra Tech ARD

(A project of USAID)

1. Back ground of the project:

The Strengthening Democratic Local Governance (SDLG) in Bangladesh a 5 years Project (2010 – 2015) funded by the USAID/Bangladesh Mission. The SDLG Project combines a focus on research and policy advocacy, capacity development for local government associations, and training and technical assistance for local government units at Union Parishad, Upazila Parishad and Municipal levels and increases the participation of citizens, including women and youth, through citizen participation forums in each 600 Local Government Units (LGUs). Tetra Tech ARD is the implementing partner for the SDLG Project.

The SDLG Project will: Expand the roles and authorities of local governments: We will stimulate evidence-based policy

dialogue at the national level, test/disseminate innovative practices and partnerships with local governments, and demonstrate the benefits to policymakers;

Strengthen and expand the capacity of local government associations: We will work with the existing union and municipal local government associations to articulate emerging policy dialogue issues and advocate for legal and policy reform on behalf of their constituencies. We will also help form a unified association of Upazilas;

Improve and expand the service delivery and resource mobilization of local government units: With Union Parishads (UPs) and municipalities we will work to expand existing capacities. We will also help the newly forming Upazila-level governments to define and test service delivery and resource mobilization alternatives; as we do this, we will support elected women officials by clarifying roles and responsibilities and strengthening their capacities; and

Ensure accountability and transparency of local governments in finances and decision making: We will increase the participation of citizens, including women and youth, through citizen participation forums, newly legislated UP Ward Committees, activating Standing Committees of Upazilas and other local participatory strategies

2. Goal of the SDLG project: The goal of the SDLG program is to improve transparent and participatory public administration at the sub-national level and to enhance legal and policy reform at the national level in order to promote and expand decentralization. Over its lifetime the program aims to improve the capacity of at least 600 local government units covering all six divisions of Bangladesh, including 450 Union Parishads, 100 Upazila Parishads, and 50 Municipalities to better respond to the needs of their constituents.

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3. Citizen in Governance of SDLG project:

The Forum- Citizen in Governance of SDLG project would play a greater role in policy making of the selected Local Government Institutions (LGUs) in Bangladesh. The Forum will address the public interest and advocate for innovative deliberative democratic processes for ensuring public service delivery for the people especially for the poor. But encouraging interest groups to participate in citizens’ forum is no easy undertaking. There will always be a tension between keeping the process insulated from the strategic action of interest groups, whilst at the same time allowing them access to the deliberations. Interest groups may be more motivated to participate in CIG forums if greater emphasis is placed on the organizational learning benefits of public deliberation.

4. Over all Objectives of Citizen in Governance:The objective of increasing citizen participation in local decision-making is to ensure transparency and accountability in public management which will lead to improve service delivery.

Specific Objectives:

Establish a minimum of 400 additional Forums- Citizen in Governance and sustain of those forums that were previously established through USAID funding.

Increase knowledge by citizens and local government officials of citizen roles and responsibilities in local oversight.

Increase transparency and accountability of LGUs, related to revenues and expenditures. Adopt and use the Citizen in Governance approaches in local governments outside SDLG program. Implement and institutionalize participatory strategic planning in at least 600 target LGUs. Establish mutually accepted standards for citizen participation in local governance. Improve local decision-making, strategic planning, budget formulation, and prioritization of

development projects as a result of consistent citizen engagement. Increase information available on participatory planning and community engagement to key actors

including GOB officials at the local and national levels, local government associations, donors, NGOs, universities, schools, and community-based organizations/associations.

5. Working area:

- Selected LGUs by the project (450 Union Parishad, 100 Upazila Parishad, 50 Municipalities in 22 districts in Bangladesh)

6. Implementation Strategy:

1. The LGUs will plan and lead to form CIG forum through democratic process where 30% women participation of different community will be ensured.

2. All project’s activities would be selected and implemented jointly (CIG and LGUs)

3. The active participation of CIG members in the standing and other formal committees of LGU s will be increased to ensure the quality of Public Service delivery.

4. Linkage and networking among the like minded organizations, projects and LGU’s associations in its

working areas.

5. The roles of PNGOs are as facilitators in implementing the activities taken by the project

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7. The structure of Citizen In Governance Committee:

a) The general body: 90 members (30% or 27 women) b) Executive committee: 27 member’s (30% or 8-9 women) c) Advisory committee: 5-7 members’ (30% or 2-3 women) a) General body:

The members of General Body will be selected/ elected by the LGUs (10 members from each ward, 6 male and 04 female) with the consultation of the concerned community facilitated by PNGO staff.

b) Executive committee: 27 member’s (30% women) Sl.no Designation Position/s1 President 012 Vice President (Male and female) 023 Secretary 014 Treasurer 015 Event organizer (Male and female) 026 General Members 20

Total 27 Responsibility of Executive Committee:--

c) Advisory committee: 5-7 members’ (30% women)The Executive Committee will propose the name of Advisory Committee members who will able to guide them properly.

8. The Eligible Members of the committee

1. Respected, influential and acceptable to all;2. Pro active and interested to work voluntarily with local government Institutions and involve in social

work;3. Permanent residents in the LGU area.

9. Not eligible: 1. Actively involved in the party politics; 2. Defaulter of any public dues determined by a court of law;3. Immediate family member of public representatives.

( Immediate family members: Father or Father in Law, Mother or Mother in Law, Brother or Brother in Law, Sister or Sister In law, Son or Son in Law, Daughter or Daughter in Law, Uncle or Aunt, Grand father or Grand Mother, Grand son or Grand daughter etc.)

10. The duration of the committee: 01 (one) Year

11. The change of constitution: 70% members of General body will be needed to change any item or clause of the constitution.

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12. The Major functions of the Citizen in Governance

Specific Task:

1. Ensure Community Participation of LGUs activities specially standing committee activation, holding tax collection, tax assessment; organize ward meeting and open budget meeting, LGU’s performance assessment, where applicable etc.

2. Introduce democratic practice in LGUs decision making process through formal meeting, open discussion involving all LGU’s public representatives, community as and when is needed.

3. Development linkage with other CBOs like LGUs associations, CIG and NGOs etc.

4. Prepare activity plan with LGUs and involve them in all social events (Joint efforts)

5. Sensitize community on their ( Citizens) rights and Role and Responsibilities including citizen’s charter of LGUs

6. Ensure Justice for all specially for the poor in terms of resource allocation, , participation in decision making etc.

7. Plan and observe National & International days with LGUs

8. Activate LGU standing committees by engaging themselves as potential members of the committee and guide to ensure the public service delivery for the people.

9. Immerse with all stake holders by developing working relation with general members ,LGUs, Community and updated progress of the activities and necessary information

10. Capacity development for the actors through Participation in the training, workshop or study tour organized by PNGOs or SLDG project

Involve LGUs in Social Activities

Capacity development for

the actors

Immersion activities with all stake holders

Introduce democratic

practice in LGUs decision making

Ensure Community

Participation in LGUs activities

Observe National and international

days

Develop linkage with other CBOs

Ensure Justice for all

Sensitize community on their rights

Activate LGU standing

Committee

Qualitative Public Service delivery of

LGUs GUs

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13. The Steps of CIG forum formation and other activities

Step 1- organize planning meeting with LGUs

Step 2-Citizen in Governance Forum Formation

Step 3- Training for Executive Committee

Step 4- Organize Activity plan workshop

Step 5- Implement planned activities

Step 1 Organize planning meeting with Local Government Units:

The PNGO will organize a planning meeting with LGU to introduce project, explaining the objectives of the CIG and specific role of the forum for assisting LGU through democratic process. All public representatives and officials of LGU will be invited to share their views. At the end of the meeting, an agreed MOU will be signed in presence of all members of the meeting between PNGOs and LGU. As per MOU, LGU will be requested to make a plan to invite different level of community citizens to UP premises as per selected criteria in a specific date to form CIG Forum.

Step 2, Citizen in Governance Forum Formation:

-The ward members/counselors and female members/ counselor (preserved seat) will prepare a joint list of 10 citizens for the members of general body (06 male and 04 female citizens as per guide line) with the consultation of ward committee of their own constitution’s areas or wards. They will be requested to share the objectives of the CIG with the citizens before finalizing the list of probable members.

-All listed Citizens will be invited by the public representative to attend CIG forum formation meeting in planned date at LGU’s premises.

- For Upazila Level, only president, vice presidents and secretary of Union and Municipality CIG Forum and 03-04 representatives (non working UPs) from different Unions would be invited at Upazila Premises to form Upazila CIG Forum.

- In CIG formation meeting, the Chairman/Mayor will welcome all participants to express their interest to work for the people and with the LGU as volunteer. Other members of LGU will be explored to speak in relation with this.

- A (draft) Bye-law will be shared with all members for their clear understanding.

- In small group discussion or selection or oral voting, 03 members (2 male and 01 Female) will be proposed from each ward to work in Executive Committee (27-30 members in Executive Committees) of CIG.

- In presence of Local government bodies, the members of Executive Committee will be elected in different positions (See election process)

- At last, an agreed MOU will be signed between CIG and LGU in presence of all members of the meeting.

- The staff of PNGO will facilitate the whole process to form the CIG

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Step 3, Organize Training for Executive Committee of CIG Forum:

A 2-day residential training in role for CIG and prioritization of community concern will be organized for all members of CIG executive committee at convenient venue available within the district. The trained PNGOs staff by SDLG project will facilitate the sessions by using the developed module of the project.

Step 4, Organize activity plan workshop for CIG including preparation for participatory strategic planning:

The Executive Committee of CIG will jointly prepare an activity plan for the year with concerned LGU. Based on activity plan they will also prepare a budget mentioning the source of fund. The major activity will be as follows (example): Regular meeting organize, UP performance evaluation, organize open budget meeting, ensure Service delivery of government agencies, observant international day etc. The PNGOs staff will facilitate the workshop to prepare activity plan as per the capacity of each CIG based on local demand.

Step 5, Implement planned activities:

The Executive Community will work jointly with LGU to implement the activities taken by them and the staff of PNGO will assist accordingly. An agreed amount will be allocated to implement the planned activities of each CIG.

14. Election process of executive committee:

1. An election board of 03 members will be formed to drive the process of election of the Executive Committee. This board will be headed by the LGU Chairman and s/he will lead the election process of the Executive Committee along with 2 counselors /members (male & female) assisted by PNGO staff. In Upazila, 02 vice Chairmen will assist Upazila Chairman or Head of the election board as election board members.

2. The Chairman or Mayor will read the bye -laws of CIG before election starts specially the structure and responsibilities of the Executive Committee. Bye laws will be distributed among the executive committee members.

3. The Chairman will announce a position and ask the members especially who are willingly interested for the position. If there is more than one candidate for a position, the name and position will be announced and invited general members of the committee to give their vote or opinion by raising hand. Other two members of election board will assist the Chairman by keeping records in this regards.

4. It is suggested that Upazila Citizen Forum President would be elected from Presidents of UP’s CIG, Vice president from Vice presidents of UP’s CIG and Secretary from Secretaries of UP’s CIG.

5. The above process will be followed for all 07 positions of the Executive committee.

6. Rest members of the committee will be the general member of the Executive Committee. The name of all general members will be announced by the Head of the election board.

7. At last, the name of elected members mentioning positions would be announced by the Head of election board.

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15. Working Linkage

16. Sustainability strategies:

- Increase participation of CIG in all community based activities of LGU especially participatory planning, budgeting and decision making.

- By ensuring citizens’ ‘watch dog’ role to ensure the qualitative service delivery of GO and NGOs agencies.

- Forming standing committees of LGU democratically for opening scope for Executive Community members of CIG forum to participate actively.

- Plan activities with objective of adoption in mainstream institutional practices.

- Target CIG members to develop leadership capacity for election as public representative in future.

What is Citizen? 1. A person owing loyalty to and entitled by birth or naturalization to the protection of a state or nation.2. A resident of a city or town, especially one entitled to vote and enjoy other privileges there.3. A civilian.4. A native, inhabitant, or denizen of a particular place

LGUs

LGU associations

ccc

CBOs

LGUs

LGU associations

CPF

CBOs

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Annexure -i

Monitoring process of Citizen in Governance activities (Check List)

Sl. No.

Activities Yes No Specific comments

1. Work as associate organization of LGUs

2. Ensure Justice for all specially for the poor

3. Introduce democratic practice in LGUs decision making process

4. Have freedom to work as volunteer

5. Organize regular general meeting of the forum at LGU’s premises.

6. Actively Participated in all meetings, training and workshops

7. Sensitize community on their Role and Responsibilities of Citizen as well as LGUs

8. Ensure Community Participation including youth and women in all LGUs activities

9. Participated in all activities invited by LGUs

10. Activate standing committees being an active member of the committee

11. Develop an annual work plan through participatory process

12. Have linkage with other CBOs

13. Have taken initiative for financial sustainability

General comments:

Name of informant: Designation:Organization:Date:

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Annexure-ivActivities Plan of component 4, Citizen in Governance in local decision making

(Draft)

Sl no

Name of the activities

Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

1. LGUs

Selection

600 LGUs

selected

(100 Upazila

Parishad, 50

municipalities

and 450 Union

parishads)

1.1 Desk review

by the

project team

Site selection

( draft) prepared

1.2 Field visit

and review

with

concerned

PNGOs

Site selection

( draft) reviewed

1.3 Project

management

meeting for

finalizing site

A list of 600

LGUs finalized

2 Partner

NGO

Selection

6-10 PNGOs

selected

2.1 Meeting with

potential

NGOs

1 Meeting

conducted at

project office

2.2 Capacity

assessment

of PNGOs

Capacity

assessment

done

2.3 Assist

PNGOs to

select

deliverable

activities

Deliverable

activities

selected for each

PNGOs

2.4 Budget

negotiation

and

approved of

PNGOs

Budget approved

2.5 MOU sign

with PNGOs

6-10 MOU

signed

3

Sl no

Name of the activities

Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

3 Develop

Training

materials

with NGO

Partners

(Training

module, CIG

Bye law

etc.)

-Module

development on

Roles of CIGs

and Prioritization

of community

concerns for 3

days(residential)

- Bye law

development

3.1 Meeting with

resource

persons of

PNGOs

Dhaka based 01

meeting 1

day (3-5

persons from

each

organization)

3.2 TOT for

facilitators at

cluster level

( Module and

materials will

be

developed in

training)

3 TOTs in 3

cluster for all

facilitators for 3

days-residential

training(27-30

participants in

each batch)

4 Orientation

of community

formation

CPFs

600 CPFs

4.1 Planning

Meeting with

LGUs to form

Forum CIG,

introduce

SDLG

project and

MOU signed

-600 planning

meetings

(1 day)

- 600 MOU

signed

4.2 -Organize an

Orientation

for the

community of

each LGU,

formation

CPF

And MOU

signed

- 600 LG

institution based

orientation

( 1 day for 100

persons)

3

Sl no

Name of the activities

Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

- fixing

training date

of the forum

5 Organize

training in

role for

CPFs and

prioritizatio

n of

community

concerns

60 batches

(A 2 day

residential

training will be

organized )

6 Activity

Planning

workshop

for CPFs

including

preparation

for

participator

y strategic

planning

600 workshops

(1 day for 40

participants)

Major Deliverable activities of PNGOs: Component 4, Citizen Participation in Local Decision Making

LGUS = 600 Upazila Parishad = 100Union Parishad =450Municipalities = 50

1. Planning meeting with LGUs to form Forum of CIG and introducing SDLG project - 600 meetings ( 15-20)2. Organize orientation for the community of each LGU and form CIG forum – 600 ( 90-100 participants)3. Organize cluster based 3 days residential TOT for all facilitators (20-25) facilitated by SDLG- 5-7 batches4. Organize and facilitate 2 days residential training in role of CIGs and prioritization of community concerns- 600 batches

(27-30 in a batch)5. Activity Plan workshop for CIG including preparation for participatory strategic planning- 600 bathes

(20-25 participants of executive committee members and LGUs)6. Support and facilitate LGUs to implement their planned activities as well as monitoring the activities( Based on LGU’s activity

plan)

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What is a Citizen Report Card ( CRC)?

The Citizen Report Card (CRC) is a tool to• collect citizen feedback on public services from actual users of a service • assess the performance of individual service providers and/or compare performanceacross service providers and• generate a database of feedback on services that is placed in the public domain.

Why use a Citizen Report Card?

As a diagnostic tool:The CRC can provide citizens and governments with qualitative and quantitative informationabout prevailing standards and gaps in service delivery. It also measures the level of publicawareness about citizens' rights and responsibilities2.

Thus, the CRC• is a powerful tool when the monitoring of services is weak• provides a comparative picture about the quality of services and• compares feedback across locations/demographic groups to identify segments whereservice provision is significantly weak.

As an accountability tool:The CRC reveals areas where the institutions responsible for service provision have notachieved mandated or expected service standards.• Findings can be used to identify and demand specific improvements in services.• Officials can be stimulated to work towards addressing specific issues.

As a benchmarking tool:The CRC, if conducted periodically, can track changes in service quality over time.Comparison of findings across CRCs will reveal improvements or worsening in service delivery.Conduct CRCs before and after introducing a new program/policy to measure itsimpact.

To reveal hidden costs:Citizen feedback can expose extra costs beyond mandated fees while using public services.The CRC, thus• conveys information regarding the proportion of the population who pay bribes(either demanded or freely given) and the size of these payments and• estimates the amount of private resources spent to compensate for poor serviceprovision.

CRCs are a powerful tool when used as part of a local or regional plan to improve services.Institutions undertaking a program to improve services could use CRCs to determinewhether the changes taking place are necessary and to evaluate the impact of thesechanges.

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Key Stages in the CRC Process

The actual process of conducting a CRC includes several steps. • Stage 1: Assessment of Local Conditions• Stage 2: Pre-survey Groundwork• Stage 3: Conducting the Survey• Stage 4: Post Survey Analysis• Stage 5: Dissemination of Findings• Stage 6: Improving Services

Stage 1: Assessment of Local ConditionsThe effectiveness of a CRC depends on local conditions and the capacity of the proposedlead institution.

Objective• Evaluate local conditions to determine if suitable to implement a CRC.• Assess the skills and motivations of the proposed lead institution(s).

Expertise• Knowledge of local (city/ town/ district/ village) conditions.• Knowledge of the skills and motivations of the proposed lead institution(s).

Output• Decision on whether to conduct Citizen Report Card.• Identification of a lead institution.

Time: Approximately 2 weeks.

Stage 2: Pre-survey Groundwork

Objective• Identify the scope of the CRC.• Make preliminary implementation plans.• Design the questionnaire.• Complete the sampling design.

Expertise Knowledge of budgeting and fund raising.

• Knowledge of public service provision.• Knowledge of social science survey methodology.

Output• Statement of purpose of CRC.• Project budget and funding.• Work plan (deadlines, staffing/ outsourcing decision).• Survey instrument.• Sampling design.

Time: Approximately 2 months.

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Stage 3: Conducting the Survey

Objective• Carry out an accurate survey to satisfy objectives of the CRC6.

Expertise (some of this can be outsourced)• Fieldwork management and coordination.• Training of investigators.• Interviewing and probing of respondents.

Output• Completed and quality-checked questionnaires/ survey schedules.

Time: Approximately 2 weeks - 2 months (depending on sample size and staff size).

Stage 4: Post Survey Analysis

Objective• Determine key findings on availability, usage, satisfaction, etc.

Expertise• Data entry.• Data analysis and interpretation.• Writing an analytical report.

Output• Database on service quality (from citizen feedback).• Analysis tables (basic frequencies, cross tabulations, etc.).• Main CRC Report.

Time: Approximately 2-3 months.

Stage 5: Dissemination of Findings

Objective• Disseminate findings to key stakeholders.

Expertise• Ability to effectively communicate (orally and in writing) with press, citizens andpublic service providers.

Output (varies considerably, a few examples)• Press conference and releases.• Newspaper, TV coverage.• Presentation to service providers.• Written reports/ posters targeted for various audiences.

Time: Approximately 1-2 months.

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Stage 6: Improving Services

Objective• Use CRC findings to bring about improvements in service delivery.

Expertise• Ability to work with CSOs, media and service providers.

• Skilled in imagining, designing and implementing improvements in

Output (varies considerably, a few examples)• Exchanging of best practices: workshops among service providers.• Awareness/dialogue campaigns: open houses, public forums.• Piloting of new reform.

Time: Approximately 2-4 months (Depending on the amount of efforts, this stage could takeup to 6 months).